UTILITY COORDINATION SCOPE OF WORK GUIDELINES FOR DESIGN ENGINEERS

(Standard Language for Preliminary Engineering and Final Design for County Road Projects – Modify as needed)

?.	UTILITY COORDINATION

The intent of the County of Riverside (COUNTY) is that the services of the ENGINEER shall be complete and “turn-key” with respects to all utility coordination matters, including complete coordination for the protection and relocation of existing facilities as described herein, as well as coordination, preparation of applications, and all other matters pertaining to the relocation and installation of water and electric services, except for those procedures that must be performed by COUNTY.

ENGINEER shall designate dedicated staff who shall be responsible for all coordination work related to utilities for Project, including but not limited to relocations of existing trunk and mainline facilities, installation of new trunk and mainline facilities, relocation of existing electric and water services, and installation of new electric and water services.

ENGINEER shall coordinate with utility owners and COUNTY utility coordination staff with respect to all utility related matters. ENGINEER shall provide copies of all correspondence with utility companies and other utility related information to the COUNTY. Correspondence, as described herein, shall be prepared by ENGINEER for either ENGINEER or COUNTY signature, as appropriate, and as directed by the County’s Project Manager. County forms shall generally be utilized by ENGINEER.

ENGINEER shall coordinate with COUNTY staff to obtain record copies of utility maps from each utility owner within the project limits for existing and/or proposed utility facilities. ENGINEER shall include mapping and/or exhibits that clearly define the project limits as part of the requests for utility information.

ENGINEER shall Identify utility companies affected by the project and delineate utilities within the project’s sphere of influence on the plans. ENGINEER shall prepare preliminary plans, which shall include all existing utilities (above ground and below ground) identified by location, size, type, and owner, as appropriate. ENGINEER shall check horizontal and vertical clearances for utilities and coordinate design with the various utility companies to address conflicts. In addition to information provided by the owning utility companies and through research of other record maps, field surveys shall be used to locate utility features such as manholes, valves, fire hydrants, poles, risers, etc., which shall be reflected on the plans.

If it is necessary to pothole existing utilities at critical locations, ENGINEER shall coordinate with COUNTY staff to arrange with the respective utility owner to pothole its facility (at utility owner or COUNTY cost). ENGINEER shall coordinate the use of field survey crews to locate potholed utilities by coordinates and elevations based on the project’s survey controls.

Known utility conflicts shall be shown on the plans with construction notes indicating action to be taken and by whom. Inventory numbers of poles, vaults and other surface facilities shall be shown on the plans for those facilities that have such numbers attached to the facility and as provided on the owner’s inventory maps.

ENGINEER shall send preliminary design plans through COUNTY staff to owning utility companies within the project limits with requests for review and comments on the plans relevant to their respective facilities, and with requests for other project specific information.

ENGINEER shall monitor responses of utility notices received and make recommendations for mitigating conflicts. ENGINEER shall provide written responses to utility companies with regard to stated concerns and conduct design coordination meetings with utility companies as needed. Unresolved issues shall be brought to the attention of the COUNTY PROJECT MANAGER and County utility coordination staff as early as practical. Utility conflict issues shall be resolved prior to the completion of the final design plans as follows:

•	ENGINEER, through COUNTY staff, shall request and obtain a written acknowledgement of any conflicts from the respective utility owners.

•	Reasonable efforts shall be taken to accommodate utility company requests for minor design changes to accommodate their facilities. ENGINEER understands that the utility companies are generally operating within the COUNTY right-of-way, but may have prior rights to that of the COUNTY in some cases.

•	ENGINEER, through COUNTY staff, shall Issue County format mid-design letter with 65% plans which requests utility owner to initiate relocation engineering, funding, property rights checks, etc.

•	ENGINEER shall monitor each utility owner that has conflicting facilities and shall obtain relocation plans and other relevant information from utility owner. ENGINEER shall review relocation plans for conformance with the requirements of the project.•	ENGINEER shall coordinate inclusion of special provisions in County’s bid documents for adjustments and relocations of utility facilities as alternate bid items, if requested by the owning utility. Said work may require that cooperative agreements be prepared by COUNTY between the County of Riverside and the owning utility companies. Engineer shall provide information and exhibits as required to support the preparation of cooperative agreements, if needed.

•	ENGINEER shall conduct utility coordination meetings, as needed, regarding adjustments and relocations, to resolve conflict issues, and with respect to performing work for utility companies by COUNTY contractors.

•	For utility conflicts that require relocating, COUNTY staff will submit the official notice / order to the utility companies to relocate conflicting facilities.

•	ENGINEER shall make recommendations for special provision language with regard to utility issues, recommendations for construction windows of time for utility relocation activities, recommendations for inclusion of utility bid items, etc.

If new water service will be needed, ENGINEER shall provide support as directed by COUNTY. Such support includes, but is not limited to, the following responsibilities:

•	Obtain approved water service point from the serving water company for each water meter to be installed, and identify requirements that the serving water company has for the provision of service. Coordinate with water company with respect to design issues associated with the provision of service. Coordinate with serving water company to fulfill serving water company requirements as appropriate, including preparation of all utility company forms and submission to County for execution. Advise COUNTY of requirements that are beyond the scope of the ENGINEER (e.g.: execution of applications for service). However, ENGINEER is expected to provide turn-key service.

Deliverables:

Irrigation design to show preferred service location.

Application to water purveyor for water service point, including any and all water use calculation information and landscaping plans as required by Water Company.

Obtain service address from appropriate municipality.

Obtain approved water service plan from water purveyor.

Staging plans for relocation of water meters.

Application to water purveyor for water service, including coordination with account holder for signatures, payments of fees, etc.

Service spreadsheet and exhibit as described herein.

Plans, special provisions, and Water Company drawings, details and requirements for inclusion in bid package.

Construction support.

If new electrical service will be needed, ENGINEER shall provide support as directed by COUNTY. Such support includes, but is not limited to, the following responsibilities:

•	Obtain approved electrical service point from the serving electric company for each service equipment enclosure to be installed, and identify requirements that the serving electric company has for the provision of service. Coordinate with electric company with respect to design issues associated with the provision of service. Coordinate with serving electric company to fulfill serving electric company requirements as appropriate, including preparation of all utility company forms and submission to County for execution. Advise COUNTY of requirements that are beyond the scope of the ENGINEER (e.g.: execution of applications for service). However, ENGINEER is expected to provide turn-key service.

•	Serving electric company shall be notified that Electrical Safety Orders clearance requirements must be met (10' radial clearance between 12kv overhead electrical facilities and signal poles and mast arms, and greater clearance for higher voltage electrical facilities). Show such clearance conflicts on the plans with construction notes.

•	Submit plans indicating proposed service connection locations to serving electric company for approval (service equipment enclosure, conduit runs, riser quadrant, pole number, and connections to vaults as appropriate).

•	Provide detailed load calculations to serving electric company, with a copy to the COUNTY, which provides calculations of the normal and maximum expected loads.

For both water and electric service, ENGINEER shall prepare a spreadsheet of the tasks required to obtain service, in accordance with the sample provided by, or as approved by, the Transportation Department, which shall be utilized as an ongoing list of action items and a dynamic record of actions completed, throughout the development of the project. The spreadsheet shall be supplemented with a map exhibit of the project footprint with the locations of all services plotted and referenced to the spreadsheet. ENGINEER’s Project Manager shall arrange for a second qualified person to periodically review work of the ENGINEER staff that is assigned this responsibility, and that person shall independently verify the accuracy of the information on a regular basis. The ENGINEER agrees that any costs that are incurred by the County resulting from incomplete or inadequate arrangements for water or electric service, including relocations or removals of existing services, will be the funding responsibility of the ENGINEER.

Deliverables:

Electrical design to show preferred service location.

Application to electric purveyor for electric service point(s), including any and all electricity use calculation information and electrical plans as required by electric company.

Obtain service address from appropriate municipality.

Obtain approved electric service plan from electric purveyor.

Staging plans for relocation of electrical service meters.

Application to electric purveyor for electric service, including coordination with account holder for signatures, payments of fees, etc.

Service spreadsheet and exhibit as described herein.

Plans, special provisions, and electric company drawings, details and requirements for inclusion in bid package.

Construction support.

Potholing of both high and low risk utilities, including all utilities that could be in conflict with the improvements, shall be anticipated by the ENGINEER. The ENGINEER shall prepare potholing exhibits as needed to adequately locate underground utilities, shall enter into a contract with a licensed contractor for the potholing of utilities, and shall ensure that appropriate permits are obtained from all appropriate jurisdictions prior to the start of work.

The contract between the ENGINEER and the potholing contractor shall require that the Contractor’s insurance policies name the ENGINEER, the County of Riverside, and any other affected jurisdictions as additionally insured with respect to the contractor’s general liability, excess liability and automobile liability policy. The contractor shall meet the insurance requirements, as set forth elsewhere in this agreement, except that the contractor will not be required to provide professional liability coverage. Review and approval of the Contractor’s insurance certificate and endorsements by the County's representative shall be obtained prior to the start of potholing work.

The ENGINEER shall evaluate the potholing data, and shall include the information on the utility plans in table format, with numbered or letter references to the location of the location of the potholes. The ENGINEER shall determine whether or not the facilities are in conflict, and the limits of the conflict, both of which shall be shown on the utility plans with construction notes.

ENGINEER shall assist with the resolution of utility related issues that may arise during the bidding process and during construction, including design modifications as needed and as approved by the COUNTY PROJECT MANAGER.

Specific issues and utility company requirements may result in deviation from the procedures outlined herein.

If and as applicable, ENGINEER shall perform all tasks required with respect to utilities to enable certification of right-of-way for the project. Certification of the utility section of the Right-of-Way certification shall be in accordance with Chapter 14 of the Caltrans Right-of-Way Manual, and shall comply with applicable Federal and State requirements. ENGINEER shall be fully knowledgeable in the requirements to certify Right-of-Way with respect to utilities, and shall schedule project activities accordingly.

ENGINEER shall communicate and coordinate with County’s Project Manager and Utility Unit, and shall request and coordinate any necessary actions of the County which cannot be performed by ENGINEER, such as agreement execution and document signatures. ENGINEER shall allow enough time in the project schedule for completion of tasks by County.

Upon completion of right-of-way certification, ENGINEER shall transmit documents to Caltrans if and as requested, including Notices to Owners, Utility Agreements and relocation plans.

Upon completion of right-of-way certification, ENGINEER shall prepare utility liability package files for Caltrans, if appropriate, and Construction Manager to include: Project Engineer’s Certification of Utility Facilities, Right of Way Certification, Notices to Owners, Utility Agreements, Engineer’s certifications that owner’s plans comply with the needs of the project, Caltrans relocation plan approvals if appropriate, relocation plans, and no-conflict letters. Said files shall be neatly organized by utility owner.

ENGINEER shall also provide to County a complete file as described above, but which also includes the property rights documents and prior rights documentation, communication diaries, requests for utility plans, liability claim letters and responses, structures letters, and all other relevant documents. Said files shall be neatly organized by utility owner.